Routines to Simplify

1. Put an “errand” basket or bag by the door. Fill it with library books to return, items to return to the store, dry cleaning, etc. Then grab the basket and go.

2. Sort dirty clothes by laundry load: white, colors, and darks. When there is a full load, take care of it. This takes 10-15 minutes out of your day instead of spending most of a day doing all the laundry at once.

3. Use a custom grocery list. I know, I’ve said this before, but it bears repeating. www.casorganize.com/files/grocery_list6.doc has a wonderful list. Edit the list, so it contains the items you shop for. This makes shopping so much more efficient.

4. Sort the mail as soon as you bring it into the house: bills, to read, to respond, to file, toss, and shred. Take care of toss & shred immediately. Put a basket for the “to read” pile near your favorite spot to relax. Put the “bills”, “to respond” and “to file” piles in specific spots in your office. When it’s time to pay bills and take care of the paperwork, you’ll have everything sorted and ready to go.

5. Set a goal for each day. Determine one thing you want to accomplish each day. It may be as simple as doing something you enjoy for 10 minute or one small step toward a much bigger goal.

National Time Management Month

February is National Time Management Month. Here are a few methods to help you use your time efficiently:

1. Block uninterrupted time for activities:

• Group errands and plan the shortest route.
• Check & respond to emails only twice per day.
• Let the machine get the phone when you are involved in another activity.
• Make time for family & self.

2. Prioritize: Decide what tasks are most important and focus on achieving those tasks.

3. Develop routines: Laundry on Monday, scrub floors on Tuesday, groceries on Wed, etc.

4. Delegate: Give all family members responsibilities based on their ages & abilities.

5. Use a calendar: Keep track of everyone’s schedules in one spot.

Labeling File Folders

Organizing paper can be a tedious task. Put on some music, invite a friend to join you, and make it fun. You'll be thrilled when it's done!

Labeling - Use labels that make sense for you. For example, a file with a college savings plan for your child could be labeled 529 Plan, College Savings, Education Savings, Tuition Savings, etc. Choose the label that fits what you would think of. For labels in the “Action Items” category, use verbs: to do, pay, read, discuss, etc. (Printed labels are easier to read and invoke a calmer feel than handwritten labels.)

Tabs - Using 5-tab hanging file folders:

1. Put each category on a tab on the far left of the file. For example: Bank Statements.
2. Leave the second tab spot empty.
3. Stagger the tabs for the subdivided categories in the 3rd through 5th tab holders. For example: put “Checking Account A” in the 3rd tab holder, “Checking Account B” in the 4th, “Money Market Account” in the 5th (last), then return to the 3rd tab holder for “Savings Account”, etc. This method gives an “outline” effect. Finding the broader category on the left is easier when the tabs for the subdivided categories are separated.

Setting up a functional and attractive filing system takes time. The results are well worth the effort. Instead of filing & bill paying being a stressful ordeal, they become a simple task.

Organizing Home Office Files

Last week I talked about organizing your desktop. Today, let’s focus on the files.

1. Sort papers into broad categories. Common categories are listed in bold.

2. Next, sort into categories within the broad headings. Samples are listed below.

3. Many of the categories will then need to be subdivided. For example, divide "Bank Statements" into: Checking Account A, Checking Account B, Money Market Account, Savings Account, etc.

4. Alphabetizing the files within each category.

5. Label each file folder. (I’ll write more about this next week.)

Action Items: to do, pay, read, etc. Some people prefer to have these files on the desktop, while others prefer to have them in the file cabinet.
Financial Records: bank statements, loans, pay stubs, receipts, tax records, etc.
Lifestyle Records: church, classes, pets, volunteer work, etc
Vital Records: certificates, education records, employment info, medical records, will, etc.
Trash/Recycling: any info you no longer need. 80% of what is filed is never referred to again, so consider if this is something you will look at again.
Shred: any trash that has identifying info: social security number, account numbers, passwords, etc.

I am using the categories of financial, lifestyle, and vital records from Julie Morgenstern’s book, Organizing from the Inside Out.